Administrative Services Officer - Rent Control

DEFINITION

Performs a variety of complex administrative, financial, personnel, and operational management functions for the Rent Control Agency. Oversees preparation and administration of the agency's annual budget, monitors expenditures and revenue, and prepares financial and analytical reports. Coordinates agency administrative services and operational systems and provides direct administrative support to the Executive Director and division managers. Serves as a member of the agency's executive team in support of organizational planning and decision-making. Supervises and coordinates the work of professional and clerical support staff.

SUPERVISION RECEIVED

Works under the administrative supervision of the Rent Control Administrator (Executive Director), who outlines work assignments, occasionally reviews work in progress, and periodically reviews completed work.

SUPERVISION EXERCISED

Exercises administrative and technical supervision over professional and clerical support staff, assigning work, reviewing work in progress, and evaluating completed work. Coordinates the preparation and administration of the agency’s annual operating budget, including developing revenue projections, monitoring expenditures, and preparing periodic financial and analytical reports. Conducts complex financial, administrative, and operational analyses and prepares reports related to agency programs, policy initiatives, and organizational performance. Develops performance measures, financial projections, and operational metrics to support agency planning and evaluation. Serves as liaison with City departments, including Finance, Human Resources, and Information Technology, regarding administrative, fiscal, and personnel matters affecting the Rent Control Board. Ensures agency compliance with City personnel rules, administrative policies, and related procedures. Reviews documentation related to employee discipline and personnel actions and provides recommendations to division managers and the Executive Director. Assess departmental training needs and coordinate employee development activities in conjunction with the Human Resources Department. May assist in labor relations activities, including participation on negotiating teams, as assigned. Conducts complex administrative studies and operational reviews and prepares reports recommending improvements to administrative policies, procedures, and internal processes. Analyzes the economic and financial feasibility of proposed programs, initiatives, and operational changes. Reviews and determines the scope of work for consultants, assists with consultant selection processes, and monitors consultant work products and contracts. Coordinates administrative systems supporting agency operations. Serves as liaison with City information technology staff regarding agency computer systems and assists with implementation and maintenance of agency information and reporting systems. Oversees administrative operations, including records management, procurement coordination, office systems, equipment acquisition, and operational logistics. Supervises professional and clerical staff engaged in administrative support functions and participates in the selection, training, and evaluation of staff. Prepares reports and informational materials for executive leadership and the Rent Control Board. Responds to inquiries from City staff, other agencies, and the public regarding administrative and operational matters, as needed. Performs related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Principles and practices of public administration. Budget development and financial management. Accounting principles and procedures. Quantitative and administrative analysis techniques. Report writing and project management. Principles and practices of personnel administration. Labor relations and collective bargaining processes. Modern office practices, procedures, and equipment. Principles and practices of supervision. Computer systems and their application in administrative and financial management. Ability to: Prepare and administer complex budgets and financial reports. Interpret and apply policies, laws, and regulations. Develop and implement policies and procedures. Conduct financial and operational analyses. Communicate effectively both orally and in writing. Analyze and solve administrative and organizational problems. Plan, coordinate, and administer programs and projects. Supervise, train, and evaluate the work of staff. Establish and maintain cooperative working relationships with administrators, employees, City departments, and the general public. Skill in: Use of personal computers and applicable spreadsheet, database, and word processing software applications. Developing and maintaining financial and administrative reporting systems. Project coordination and administrative program management.

REQUIREMENTS

Education, Training, and Experience Graduation from an accredited college or university with a bachelor’s degree in public administration, business administration, finance, or a related field. Four years of progressively responsible experience in administrative management, financial analysis, budget preparation and administration, or human resources administration. At least two years of this experience must include supervisory responsibility or experience leading and coordinating the work of others. A master’s degree in public administration, business administration, or a related field is desirable. Work is performed primarily in an office setting and requires frequent computer workstation use. Duties involve handling confidential personnel and financial information. Occasional attendance at meetings or off-site locations may be required. BACKGROUND INVESTIGATIONS : Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation. NOTE : If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position. The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees are empowered to perform at their highest level and where their differences make a positive impact. The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces and diversity of our employees. Join us! Special assistance with the application and examination process is available, upon request, for person with disabilities. Call View phone number on click.appcast.io, TDD View phone number on click.appcast.io (Hearing Impaired Only). Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination. #J-18808-Ljbffr City of Santa Monica